An extra item flag means the facility cannot match one or more items on your case to the patient chart. This is usually straightforward to resolve once you know who to verify with.
Why facilities flag extra items
The most common cause is an item that was logged in Helia but cannot be matched to the patient record — either because it was not used, was used on a different patient, or was not documented in the chart at the time of the procedure.
How to identify which item is being flagged
Open the case in Helia and read the rejection comment. The facility reviewer will typically indicate which item they are questioning. Identify it before taking any other action.
Who to verify with at the facility
The circulating nurse from the procedure is your best source of truth. They were in the room and know exactly what was used and what is in the patient chart. Reach out to them directly.
If the item was not used or was used on a different patient — remove it from the case, save, and resubmit.
If you believe the item is correct — ask the circulating nurse to verify it against the chart before you resubmit. Do not resubmit without that confirmation or it will be rejected again.
What to do if you cannot reach the circulating nurse
Contact the OR charge nurse or the facility's supply chain team. They can connect you with the right person or pull the chart for reference.
How to prevent extra item flags from happening
Before you leave the OR, review your Helia entries with the circulating nurse. Confirm every item matches the patient chart — nothing missing, nothing extra — and get a verbal confirmation before you go.
Tip: A 60-second review with the circulating nurse before you leave the OR prevents rejections that can take days to untangle after the fact.
Still need help? Click the chat icon in the bottom right corner to submit a ticket.